Use the PM Assets tab to attach Assets to PM schedules and to manage Preventive Maintenance for Assets.

The Assets tab allows for all equipment requiring an identical Preventive Maintenance schedule to be attached in one place. For example, multiple compressors that have the same maintenance schedule and Procedures may be listed on one PM that will generate separate Work Orders for each compressor listed on the Assets tab at each interval. Refer to the following items for guidance on attaching and managing PM Assets.

Filter and paging options provide a simple way to attach the proper Assets to a PM schedule. Follow the steps below to see how this works:

• Select the PM Assets tab and select the Add... button.
• Navigate to the Asset(s) being added by using one of the following methods:
  • Asset Hierarchy pane: From this pane on the left side of the window, select the parent of the Asset that you want to attach. Selecting the parent will populate the children Assets in the right side of the Asset lookup.
  • Asset filters: Use the filter controls at the top of the window to assist in finding the desired Asset to attach. These controls allow you to filter by Classification (e.g. Air Handler, Boiler, Compressor) and Type (Asset or Location). You can also use the Search By and Search Value fields to find specific Assets. Finally, click the All Levels checkbox to display all Assets at once, regardless of their hierarchy level.
• While navigating the lookup to select an Asset, toggling the Paging feature may be useful. Selecting the Paging box at the bottom right of the window lets you see Assets a page at a time. De-selecting the box displays all applicable Assets on a single page, which would further enable you to use the Select All feature to select every applicable Asset at one time.

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• Select the desired Asset on the right side of the lookup. This will open a dialog in which users can specify more information about the Asset in relation to the current PM schedule. Some of the fields available are:
  • Route Order: If multiple Assets will be scheduled for maintenance on the same date with the chosen schedule, you can use the Route Order to determine the priority assigned to this Asset:
  • Meter 1 and 2 Interval: If required, enter or update the meter readings that were associated with this Asset last time this type of maintenance was performed. Depending on how the PM Schedule is defined, this data may be needed to determine the next scheduled maintenance.
  • Occurrence Counter: The Occurrence Counter shows the number of times this type of maintenance has been performed on this Asset in the past.
  • Enabled: This indicator determines if the Asset should be enabled on the PM Schedule.
• Click Apply.
• Repeat the steps above for all the Assets you wish to attach to the PM. The chosen Assets will be listed in the "My Selection(s)" section at the bottom of the lookup.

Note: If you use the Select All button mentioned above, all the Assets displayed in the lookup will be added to the "My Selection(s)" section without first navigating to the dialog for defining the Route Order, meter readings, etc. Required fields will automatically populate for each Asset and Route Order will be automatically assigned.

• Click Apply to attach your selections to the PM.
• Click Save and the Next Scheduled dates and Procedures will be populated.

You can use Classifications to automatically attach new Assets to PM's. This is especially helpful for organizations that use a particular PM as standard for all Assets of a certain type. For example, a garage maintaining a fleet of vehicles may want to add any new vehicles to a weekly inspection PM. The garage could use the Classification Linkage feature to ensure this takes place, and not have to manually add new Asset records to standard PM's. Follow the instructions below for using Classification Linkage on PM's.

• Navigate to the PM record to which you want to automatically attach Assets of a certain type.
• Select the Automation tab of the PM.
• Click the Add... button corresponding to the New Assets with the below Classification will be auto-added to this PM schedule header.
• The Classification lookup will display. For this example, we will select the Vehicle Classification, and click Apply.

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Note: Assets with the specified Classification that currently exist in the system will NOT be added to the PM. To link existing Assets to a PM based on Classification, attach the Assets manually using the process described above. You can also link existing Assets by Classification at the Procedure level by using the process described in this article under the "How to Link Assets to Procedures" heading.

• To demonstrate this feature more fully, we will now create a new Asset with the Vehicle Classification. Keep in mind that this new Asset will attach to the PM regardless of its Parent Asset.
• Navigate back to PM Assets tab. The Asset we just created will automatically display.

At times it may be necessary to adjust the PM schedule for an Asset, especially in cases of an Asset returning to service from a period of downtime. Administrators can turn on Return Asset to Service messaging that warns users if an Asset returning to service may require adjustments to associated PM schedules.

The Set Next feature provides the simplest method to adjust PM schedules, but updating historical information on a PM Asset may be the best process in some situations. Following are instructions for using both methods to set the next scheduled PM date:

Using the Set Next Scheduled PM Date Feature

The Set Next method allows for specifying the next scheduled target date for a PM directly. To use this feature:

• Access the PM record whose next scheduled date needs to be adjusted and select the Assets tab.
• The Set Next feature can be used for individual PM Asset records or on multiple records at once. Select the desired PM Assets by clicking the corresponding checkbox.
• Click the Set Next... button.
• The Set Next Scheduled Date dialog will appear in which users can input the desired next scheduled date directly:

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• The Set Next window also provides an option to specify the Procedure Interval for the scheduled Work Order. Administrators can select the Procedure Interval from an intuitive dropdown that provides greater clarity as to the Procedure Intervals that could apply to the Asset:

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Note: See the article on How to Add Procedures to a PM for more information about Procedure Intervals.

• Click the Apply button when finished.

Keep in mind that you can also access the Set Next option from the Assets - PM/Tasks tab for eligible records.

Note: There are several validations in place to safeguard users from inputting incorrect Set Next dates. For example, the Set Next... button will not display on meter based schedules, and users are prevented from using the Set Next feature for PM schedules based on an organizational attribute of the Asset (such as Department or Classification - see below). Further, the feature does not allow for inputting dates that do not correspond to the predefined PM schedule.

Updating the Last Generated or Last Completed Dates

In addition to the Set Next feature, administrators can change the next scheduled PM date by using the "legacy" method, which is to update the Last Generated or Last Completed dates for the PM Asset. This process allows the system to then calculate the dates and/or intervals for the next scheduled Work Order (based on the schedule defined). This is especially valuable when Preventive Maintenance Schedules are being set up initially, allowing historical data to drive the correct next scheduled dates. As mentioned above, this is the only method available to change the next scheduled PM date for customers not using MC v8.0. To change the Last Generated or Last Completed date:

• Access the PM record whose next scheduled date needs to be adjusted, and select the Assets tab.
• Click directly on the Asset whose Last Generated/Completed dates you wish to adjust.
• In the dialog that appears adjust the dates in the Last Generated or Last Completed fields:

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• Click Apply and the next scheduled PM date will adjust accordingly.

Note: The choice between using the "Update" method versus the Set Next method essentially comes down to whether or not you have Last Generated/Completed dates on hand upon which to base the PM schedule. If you do, the "Update" method is preferred as it keeps you from having to calculate the next scheduled date yourself. If not, it is easier to input the desired next scheduled date directly via the Set Next method, and let the system calculate the necessary historical data.

Changes made to the organizational attributes of Assets (Repair Center, Shop, etc.) in the Asset module are not reflected in the PM Asset record by default. To ensure that these organizational attributes stay in sync, administrators can choose to "Use Asset Defaults." The following items describe how to use this feature:

• To use Asset Defaults, select the Use Asset Defaults checkbox at the top of the Assets tab.
• Six organizational attributes will display with corresponding checkboxes. Choose the attributes you wish to have populate from the Asset module to the PM Asset at the time of PM generation:

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• For all of the options chosen, the system will override organizational attributes defined for the existing PM Assets, and replace them with the values specified in the Asset module at the time of the PM generation.
• If a default value does not exist for an Asset, the system will search the Asset's parent(s) until a default value is found.
• If Supervisor is selected, the system will derive this from the Shop record.
• Choosing Repair Center will also override the Stock Room and Tool Room fields.